Setting up a Monthly Automated Unallowable Expense Report in MyReports

Slides

Step 1:

  • In MyReports on the Transactional Reports tab select Transaction Detail Report
Screenshot of the UCSF MyReports “Transactional Reports” page listing report links including Accounts Payable/Purchase Order Inquiry Report, Asset Management Report, Balance Sheet Report, Distribution of Payroll Expense Report, Purchase Order Line Balance Report, and Transaction Detail Report, with the “Transaction Detail Report” link highlighted in a red box.

Step 2:

  • In the Transaction Detail Report
    • Keep the default Date Range for one month
    • Add the following list of Unallowable Expense Accounts
51321  Spon proj equip >$5K+57253  Travel fundr, lobby, alumni
52310  Dietary (food)57501  Cap lease principal - computer
52315  Furniture57503  Cap lease principal non-comp
52601  Computers $5K and above57802  Parking permits/space
52602  Software $5K and above57808  ID card expenses
52603  Equipment $5k+ non compute57835  Advert - sales/public relations
52604  Interdept equipment transfers57843  Donations/contributions
52605  Library materials capitalized57851  Employee recog/award/bearh
52900  Bad Debt Expense-Sundry Debtor58510  Interest expense - other
55601  Legal - general ops/advice57970  MC-bad debt
55602  Legal - litigation/debt collect57971  MC-bad debt-ctr ip pers pvt
55603  Legal - fines and penalties59032  Loans-reserve for bad debts
57001  Telephone - lines/equipment59135  Debt extingishment costs
57025  Telephone - cellular59140  STIP invest expense-current
57055  Mail sorting/mail delivery59141  STIP invest expense-loan
57200  Business meetings excl alcoho59142  STIP invest expense-plant
57250  Social activ /entmt/alcohol59143  STIP invest expense-roi
57251  Social/civic membship & subsc59144  STIP invest expense-rrpl
  • Fund: 5018
  • Project Award/Parents: Add all recharge Projects
  • Transaction Type: Select All, except Budget Journal and PO
  • Check Show Detail Columns in Report
  • Select Actuals for Columns Displayed
  • Select your preferred Report Output Selection
    • Unformatted Data provides C Level details (recommended)
  • Click Save As MyFavorite
  • Enter a name for the saved report (ex. Monthly Unallowable Expenses)
    • Click Save
Screenshot of the Transaction Detail Report filter page showing fields for Account, Fund (5018 – Sale & Service Other Fund), and Project Award/Parent. Highlighted areas show selecting unallowable expense accounts, choosing transaction types excluding Budget Journal and PO, checking “Show Detail Columns in Report,” selecting “Actuals” for Columns Displayed, choosing “Unformatted Data,” and clicking “Save As MyFavorite.”

Step 3:

  • Return to MyReports and select Manage MyFavorites tab
Screenshot of the Schedule Wizard Timing settings showing the Monthly option selected and the schedule set to run at campus month-end close every 1 month.
  • If the report Monthly Unallowable Expenses does not appear on the list, exit MyReports and log back in
  • Check the box in front of the report
  • Select Schedule
    • Click Next
  • On the Timing Tab
    • Select Monthly
    • Select At campus month-end close of every 1 month(s)
    • Click Next
  • Enter the email address you would like this report sent to each month
    • Your email will automatically be copied in the CC line
    • Update the Subject line if you prefer (ex. MyReports: Monthly Unallowable Expenses)
    • Add any additional language to the Body if needed
    • Select Unformatted Data
    • Click Save
  • You will now receive the report via email automatically each monthly once the books are closed
    • At year-end you will receive the report at each stage of closing (Prelim, Interim, Final)

Additional Notes:

  • To make any changes to the schedule click Manage MySchedules on the Manage MyFavorites tab
Manage MySchedules tab highlighted next to Manage MyFavorites.
  • To run the report ad-hoc, click Select from MyFavorites on the Transaction Detail Report page
Transaction Detail Report screen with the “Select from MyFavorites” link highlighted.